What is Admin Console? 

The Admin Console is a central hub for managing various aspects of the Gaia Platform. It allows users to oversee and customize the details of the client admin account, create and organize new locations and departments, and add or assign users to specific roles within these departments. Additionally, the Admin Console enables the import of guest information, event and occasion management, and the setup of geofences for notifying staff or guests as they enter designated areas. Users can also configure filters to streamline data management and enhance operational efficiency. 

In the Gaia Platform, setting up the Admin Console follows a specific flow to ensure all key components are properly configured for event and occasion management. The following step-by-step sequence must be followed to ensure the system functions smoothly. Some sections are mandatory to be set up in order, while others can be completed in any order based on your needs. 

Mandatory Setup Flow: 

1. Profile Settings: 

Start by configuring the Profile Settings, which include basic details such as the account name, contact person, email address, billing details, and time zone. This ensures your Admin Console is linked to the correct organization and all subsequent configurations are properly tied to your profile. 

2. Events: 

Events represent the overarching large-scale functions (e.g., conferences, tournaments). Each event needs to be created in the system before further setup can continue. Make sure to: 

• Define the event name, description, and location. 

• Set the event start and end dates to specify when it will be active. 

3. Locations: 

After creating an event, you must define the locations where the event activities will take place. Locations are essential for tracking guest movement and managing access. Add as many locations as needed for your event, ensuring each one is correctly named and includes relevant contact details. 

4. Occasions: 

Once locations are set, create the occasions that will take place within the event. An occasion is a specific activity or session (e.g., a particular match or keynote speech). Add the occasion details, including: 

• Occasion name 

• Date, time, and location 

• Assigned coordinator 

5. Departments: 

Departments help organize the staff that will manage different aspects of the event and occasion. Set up departments (e.g., security, hospitality) to ensure that employees can be assigned to specific tasks based on their roles. 

6. Employee Accounts: 

After defining departments, create employee accounts for the staff members who will work at the event. Each employee should be assigned to the appropriate department, and permissions should be granted to access the necessary parts of the system. 

7. Guest List: 

Finally, upload the guest list for the event. The guest list contains the profiles of all attendees, including VVIPs, VIPs, regular attendees, and other categories. Guests can be added manually or imported via a CSV file. Once uploaded, their details will be visible across the platform, and their movements can be tracked in real time. 

Optional Setup (Can Be Done in Any Order): 

Filter Settings: 

Filters allow you to customize the platform for sorting profiles, access levels, and statuses. For instance, you can define filters for workers, drivers, or guests, as well as status levels like authorized, unauthorized, or VIP. 

Geofence Management: 

Set up geofences to define areas for tracking guest movement. Geofences can trigger notifications when guests or staff enter or leave a specific area within the event location. 

By following this setup sequence, the essential components of your event are in place before moving on to the more customizable options like filters or geofence management. This ensures that all key event structures are properly connected and ready for real-time management during the event.